Document Management for Human Resources
Services for Human Resources
Nearly every organization is looking to streamline their document management systems to eliminate the costs of time and resources involved with shuffling papers throughout the office. From mandatory paperwork required by state and federal regulations to performance reviews and medical information, your personnel files can take up space in your filing cabinets and time when retrieving them. Record Nations has specific document management services for human resources departments that span the lifecycle of a document. Our services include specialized professional scanning, storage, and destruction.
Most states require keeping employee records after an employee leaves, which can be difficult to manage efficiently. Eliminate time spent on gathering, processing, tracking, and handling your HR files. Record Nations connects you to secure document conversion and electronic document management companies that can handle any size Human Resources department.
All of your files will be stored in a centralized, easy-to-use repository that anyone in the department with permissions can access quickly and easily. Document scanning and DMS systems offer a seamless integration that allow human resources personnel and employees to scan, file, and store documents digitally.
Document Management Services for Human Resources
Document Scanning
Reduce the time it takes to process claims, get instant access to the status and location of all candidates and employee records in your system, and minimize recruiting and hiring costs with human resources document scanning.
Document Management Systems (DMS)
Our DMS experts can help automate your processes so expense reports, vacation requests, hiring, interview requests, and performance reviews are routed to the right person in the process instantly with one click. Simplifying your workflow will free up hours of time to let you focus on other important tasks.
Cloud Storage
Human Resources documents are heavily populated with personally identifiable information. From I-9s to medical records, social security numbers to tax information, HR departments are often a target for identity thieves. Digital document management can help you manage your security concerns better.
Benefits to Document Scanning for Human Resources
Efficient Information Retrieval
Converting paper documents to digital format enables HR professionals to quickly search and retrieve information. This streamlines tasks like employee record access, reducing the time spent searching through physical files.
Enhanced Document Security
Digital documents can be encrypted and protected with access controls, ensuring sensitive HR data remains confidential and secure.
Cost Savings
Eliminating the need for physical storage space and reducing paper usage can result in significant cost savings over time.
Improved Compliance
Digital documents make it easier to maintain compliance with HR regulations and data retention requirements, as they can be more easily tracked and managed.
Disaster Recovery
Digital documents are less vulnerable to physical damage or loss, making it easier to implement disaster recovery plans and ensure business continuity.
HR Document Management FAQs
What is OCR?
What is HIPAA?
How secure are your document management services?
How long does scanning take?
What HR documents should I scan?
How much does it cost to scan HR documents?
Can your DMS systems integrate seamlessly with existing HR systems?
How do I ensure the security of my stored digital HR documents?
How much does off-site storage for my HR documents cost?
How do I need to prepare my HR documents for scanning?
How should I prepare my HR documents for off-site storage?
2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.
3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.
4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.
5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.
6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.